A new mobile and web experience that replaces a slow, manual inspection workflow with a guided, integrated system that lets consultants capture, organize, and deliver reports with less friction.
As a UX design intern, I helped design and launch the first digital inspection platform for field consultants. Their previous process relied on paper based notes, scattered photos, and manually assembled PDFs, with no mobile or web tools to support them. I collaborated across research, task analysis, user flows, interaction design, system architecture, and cross platform prototyping to build the entire experience from scratch. The new workflows streamline assignment prep, on site data capture, and report creation. The final solution established a unified workflow, reduced friction at every stage, and laid the foundation for a more scalable design system.
The workflow for Safety Consultants is fragmented and manual, relying on PDFs, handwritten notes, and photos on personal devices. Without a unified system, every step from preparation to on-site data collection to assembling final reports is slow and frustrating. Mapping their process revealed key pain points and opportunities to streamline work, standardize on-site data capture, and reduce repetitive tasks.
We talked with two Safety Consultants, Evan and Marcus, to learn how they handle assignments, prepare for visits, collect data on site, and put together their reports. Their insights helped us understand pain points and informed our design for a smoother, end-to-end inspection experience.
Consultants are doing their best to complete inspections, but without a proper digital workflow, they’re constantly juggling PDFs, handwritten notes, and photos on their personal phones.
This makes their work slower and more frustrating than it needs to be. What they really need is a connected system that works on both mobile and web, so they can focus on the inspection itself rather than managing scattered tools.
How might we create a unified mobile and web workflow that helps consultants complete inspections efficiently without juggling PDFs, notes, and personal devices?
I organized the mobile and web platforms around the inspectors’ workflow, from receiving assignments to preparing, capturing data on site, and assembling reports. The structure was designed to make it easy for consultants to find what they need, move smoothly through each step, and reduce the chance of errors or missed information.
This user flow outlines the full inspection journey from mobile to web. It shows how inspectors start the workflow in the field, then pick up right where they left off on their laptop, with all notes and photos already synced in. It highlights the handoff between devices and how the final report moves smoothly into Xanthos once everything is reviewed.
These screens highlight the first unified inspection workflow ever created for WCF. Before this project, every inspector used their own process, mixing notebooks, PDFs, personal phones, and improvised workarounds. Nothing connected, and no two inspectors handled inspections the same way.
This new system brings everything into one organized, consistent experience that supports inspectors in the field and improves the experience for the businesses they work with.
The mobile flow is where inspectors complete the bulk of their work on site. Since no mobile workflow existed before, inspectors relied on their own habits — handwritten notes, personal photos, half used PDFs, and whatever worked for them. The new mobile experience finally gives them a clear, reliable, standardized way to conduct inspections.
The mobile flow is where inspectors complete the bulk of their work on site. Since no mobile workflow existed before, inspectors relied on their own habits — handwritten notes, personal photos, half used PDFs, and whatever worked for them. The new mobile experience finally gives them a clear, reliable, standardized way to conduct inspections.
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Starting an inspection from an assigned visit was intentionally designed as the primary path to replace the previously unstructured, inspector by inspector process. By guiding inspectors through a clear starting point, this flow helps ensure inspections are completed consistently and with the correct context.
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Inspectors previously relied on PDFs, notes, and phone photos, which caused errors and inefficiency. I structured the mobile forms to mirror the existing PDFs, keeping familiar questions while handling nested questions in a clear, guided way.
These decisions created a consistent, reliable workflow, reduced errors, and allowed inspectors to be more present with clients.
At the end of an inspection, the app automatically saves all progress in real time, reducing the risk of lost data and allowing inspectors to focus on the visit rather than manually tracking notes or photos.
This flow standardizes how inspections are finalized, prevents errors, and ensures all data is securely captured and associated with the correct visit—solving one of the biggest pain points from the old manual system.
The web experience replaced a fragmented, manual reporting process with a single, structured workflow. Inspections completed on mobile automatically populate on the web, reducing duplicate work and speeding up final submission.
Designed for review and completion, the web flow allows inspectors to validate notes, organize photos, and finalize inspections in one place. This standardized process improves data accuracy, reduces inconsistencies, and creates a seamless handoff from mobile to web. The full flow below shows how each screen supports that end-to-end experience.
The web dashboard became the operational hub for inspectors and internal teams, replacing fragmented, inspector-specific workflows with a single source of truth. By centralizing visits and inspections across the company, I reduced time spent searching for records, improved visibility into inspection status, and created a consistent system that scaled beyond individual workflows.
Starting an inspection on web was designed to support continuation and validation of field work, not duplication. This flow allowed inspectors to pick up exactly where they left off on mobile, reducing rework and enforcing a standardized inspection process across teams.
The web inspection forms were optimized for review, correction, and accuracy. By mirroring the mobile structure, I minimized cognitive load while allowing inspectors to carefully validate data before submission, improving overall data quality and compliance.
The end to end screen flow became a core artifact in our UX process. Mapping every mobile and web screen in one cohesive diagram gave us a holistic view of the ecosystem and clarified how each interaction connected across the broader journey. This level of visibility made it much easier to evaluate the experience at a system level, identify friction points, and confirm that our decisions supported real user behaviors rather than isolated features.
Walking through the flow screen by screen gave everyone clearer context behind key decisions. When safety inspectors joined, the full flow helped surface gaps or compliance concerns we might have missed. With the BA, PM, developers, and users all involved, we could validate scenarios in real time and refine the designs more efficiently.
Sharing this flow with the BA, PM, and development team created much stronger alignment. Instead of talking through requirements in pieces, we could anchor every conversation to the actual user path. This reduced ambiguity, clarified scope, and helped the team identify dependencies earlier.
